student charter 2009 2010

8/13/2019 Student Charter 2009 2010

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INSTITUTIONAL PART

STUDENT CHARTER

2009/2010


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Introduction

This student charter informs Leiden students about what they can expect from the Universityand what the University expects from them. The charter is first and foremost a completecollection of the students' rights and obligations, but it also contains information about studentfacilities at our University. Furthermore, it offers an overview of the legal protection afforded tostudents, i.e. the opportunities available to the student to exercise the rights mentioned in thecharter.Organisation of the CharterThe student charter consists of two parts. The University charter, which is the same for allstudents, can be read on the following pages. The departmental charter, which only applies tostudents in a particular department or programme, can be found in the prospectus. TheUniversity part of the student charter comprises the following elements:

1. General stipulations2. Entry and admission3. Enrolment and tuition and examination fees4. Teaching5. Leiden Study System and Binding Study Recommendation (BSA)6. Tests and examinations7. Financial support8. Management and co-participation9. Student facilities10. Legal protection

Scope of the CharterThe student charter only applies to students of Leiden University who are enrolled in anaccredited and funded degree programme. However, some topics also apply to external students,the so-called extranei.

Relation to the Higher Education and Research Act and University RegulationsThis charter is the student charter referred to in article 7.59 of the Higher Education andResearch Act (WHW). It should be noted that the student charter is binding both for thestudents and for the University. In part it describes the rights and obligations laid down instatutory provisions. Other rights and obligations are derived from University regulations, asummary of which is included in the first chapter. Printed versions of the University regulationsare available from the Plexus Information Centre for Students (PITSstop).Student compliance with the regulations may, if necessary, be enforced in appeal and complaintprocedures.

Ratification and Publication of the Student CharterThe student charter is ratified annually upon approval of the University Council and publishedby the Executive Board, which is also responsible for the publication of amendments.Students are expected to keep up to date with information relating to the annual ratification ofthe student charter and the relevant changes by reading the University gazette Mare and noticesin the University newsletter. The annually modified student charter can be found on internet(www.studentenstatuut.leidenuniv.nl) and a copy is also available at the Plexus InformationCentre for Students (PITSstop).


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1. General Stipulations

1.1. DefinitionsIn this student charter, the following definitions apply:

WHW : the Higher Education and Research Act (Stb. 1992, 593, as amended since).Student Charter:

1. the University charter: the rights and obligations of students as laid down here and asreferred to in article 7.59 of the WHW;

2. the departmental charter: the course and examination regulations (OER), namely thefurther rules and guidelines set by the Board of Examiners: a description of the degreestructure, supporting facilities offered to the student by the department, faculty studentfacilities and student counselling facilities, as described in the prospectus.

University : Leiden University.Programme : a coherent body of educational units, directed towards realising well-defined aimsin the area of the knowledge, understanding and skills that all those who successfully completethe programme should possess.Academic year : the period that starts on 1 September and ends on 31 August of the followingcalendar year.Student : a full-time or part-time student or a student who has not yet obtained the mastersdegree before commencing the teacher training course (the so-called duaalstudent), enrolled atLeiden University, pursuant to the WKW.Course and examination regulation (OER) : regulations set for each programme or group ofprogrammes, as defined by the relevant Faculty Board (see definition of Student Charter).Executive Board : the Executive Board of Leiden University.University Council : the University Council of Leiden University.Higher Education : university and higher vocational education.

1.2. Overview of University Regulations which form the basis of the present StudentCharter

See:www.reglulations.leiden.edu (English) and www.reglementen.leidenuniv.nl (Dutch)

The University regulations may be consulted at the Plexus Information Centre for Students(PITSstop).

Enrolment :

Tuition Fees and Examination Fees Regulation 2009-2010 Regulations on Enrolment, Tuition Fees and Examination Fees 2009-2010

Admission : Regulations on the Binding Study Recommendation (Regeling bindend studieadvies) Code of Conduct on the Language of Instruction (Bachelor/Master) Code of Conduct on the Use of Foreign Languages (Old System) Doctoral Regulations (Promotiereglement) Regulations on Admission to Master's Programmes


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Finances : Regulations on Financial Support for Students 2000 (Regeling financile ondersteuning

studenten 2000) Regulations on Compensation for Student Membership of University Councils and

Committees Regulations on Fifth-year Student Grants for Students of Physics, Astronomy,

Mathematics, Information Technology, Biology, Biopharmaceutical Sciences andChemistry (Regeling "vijfde jaar studiefinanciering voor studenten in de opleidingennatuurkunde, sterrenkunde, wiskunde, informatica, biologie, biofarmaceutischewetenschappen en scheikunde")

Subsidies for socially relevant student activities

Co-participation: Executive and Management Regulations (Bestuurs- en beheersreglement) Electoral Regulations for Faculty and Divisional Personnel Committees (Kiesreglement

faculteits- en dienstraden) Regulations on the Leiden Student Council (Reglement Leidse studentenraad) Regulations for the University Council (Reglement voor de universiteitsraad) Regulations on University Council Facilities (Faciliteitenregeling universiteitsraad) Compensation Regulations Faculty and Divisional Personnel Committees (Regeling

vergoeding faculteits- en dienstraden) Electoral Regulations for the University Council (Kiesreglement universiteitsraad) Rules of Procedure for the University Council (Reglement van orde universiteitsraad) Regulations for the LUMC Student Council (Reglement studentenraad LUMC)

Reimbursement Regulations for Organisation and Propaganda Costs (Regelingtegemoetkoming organisatie- en propagandakosten) Compensation Regulations for Councils and Committees (Regeling vergoeding colleges

en commissies)

Legal Protection: Rules of Procedure for the Examination Appeals Board (Reglement van orde college van

beroep voor de examens) Rules of Procedure for the Appeals and Objections Committee (Reglement van orde

commissie voor de beroep- en bezwaarschriften) Regulations on the Ombudsperson (Regeling ombudsfunctionaris) Leiden University Regulation on Reporting Irregularities (Regeling melding

onregelmatigheden Universiteit Leiden) Complaints Procedure on Intimidation, Sexual Harrassment, Aggression, Violence and

Discrimination (Klachtenregeling (seksuele) intimidatie, agressie, geweld, endiscriminatie)

Code of conduct etiquette for lecturers and students of Leiden University (Gedragscodeomvangsvormen docenten en studenten Universiteit Leiden)

Privacy: Privacy Regulations Leiden Binding Study Recommendation System (Privacyreglement

Leids studiesysteem bindend studieadvies)


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Privacy Regulations for the Central Student Registry (Privacyreglement centrale

studentenadministratie)

Other Regulations: Code of Conduct for Lecturers and Students in ICT & Teaching (Gedragscode docenten

en studenten binnen ICT&0nderwijs) Code of Conduct on the Use of Information Facilities (Gedragscode gebruik

informatievoorzieningen) Code of Conduct for International Students in Dutch Higher Education (Gedragscode

internationale studenten in het Nederlands Hoger Onderwijs) Leiden University Register of Study Programmes (Leids Universitair Register

Opleidingen) Overlap Agreements (Overlapafspraken)

Regulations on University Art and Sports Facilities (Regeling betreffende hetuniversitaire kunstleven en de universitaire sportvoorzieningen) Regulations on the Use of University Buildings, Grounds and Other Facilities (Regeling

gebruik universitaire gebouwen, terreinen en andere voorzieningen) Academic Integrity Regulations (Regeling wetenschappelijke integriteit) Plagiarism

1.3 AbbreviationsArbowet: Health and Safety at Work Act (Arbeidsomstandighedenwet)Art: Article (Artikel)AWB: General Administrative Law Act (Algemene wet bestuursrecht (Stb.

1992, 315 en zoals sindsdien gewijzigd))BSA: Binding Study Recommendation (Bindend studieadvies)CvB: Executive Board (College van Bestuur)EER: European Economic Area (Europese Economische Ruimte )HBO: Higher Professional Education (Hoger beroepsonderwijs)IB-Groep: Information Management Group (Informatie Beheer Groep)ICS: Expertise Centre for Information, Communication and Student

Affairs (Expertisecentrum Informatie, Communicatie en Studenten)ICLON: Graduate School of Teaching (Interfacultair centrum voor

lerarenopleiding, onderwijsontwikkeling en nascholing)LASSO: Leiden Assessors Committee (Leids assessorenoverleg)LSr: Leiden Student Council (Leidse studentenraad)MUB: Modernisation of University Management Structure Act (Wet

modernisering universitaire bestuursorganisatie)

PKvV: Local Chamber of Associations (Plaatselijke Kamer van Verenigingen)OER: Course and Examination Regulation (Onderwijs- en Examenregeling)UR: University Council (Universiteitsraad)VSNU: Association of Universities in the Netherlands (Vereniging van

Samenwerkende Nederlandse Universiteiten)WHW: Higher Education and Academic Research Act (Wet op het hoger

onderwijs en wetenschappelijk onderzoek (Stb. 1992, 593andsubsequent modifications))

WO: University Education (Wetenschappelijk onderwijs)


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2. Entry and Admission 2.1. Entry to the Propaedeuse

2.1.1 Prior education requirements

Admission to the propaedeuse (first year) of a university bachelor degree programme can beobtained in a number of ways, on presentation of one of the following documents:

A certificate of pre-university education (VWO with the appropriate profile); An old-style pre-university education (VWO) diploma with an admissions decision

from the faculty or the Executive Board;

A first-year diploma, bachelor diploma (kandidaats) or final diploma from an instituteof higher professional education or from a university, or, in case of deficiencies anadmissions decision based on a decision of the Executive Board or Faculty Board;Adiploma obtained abroad which grants admission under an international treaty, or inaccordance with a ministerial directive, or a decision by the Executive Board or FacultyBoard1;

A colloquium doctum decision.

2.1.2. Deficiencies

The Minister determines which VWO profiles give entry to a particular programme or group ofprogrammes. Furthermore, the Minister may designate certain subjects and other coursecomponents that must be included in the pre-university examination in order to be grantedentry to a particular programme. Any deficiencies in the profile have to have been eliminatedbefore the beginning of the degree programme. However, a number of degree programmes,designated by the Minister, may allow the student to eliminate deficiencies during the first yearof study. It is left to the Universitys discretion whether it will exercise this option. If theuniversity decides to exercise this option, this will be included in the Course and ExaminationRegulation of the relevant department.

2.1.3. Colloquium Doctum

Applicants who wish to study at a university but who fail to meet the prior educationrequirements may submit to a colloquium doctum (literally "a learned conversation"). The

colloquium doctum is an entry examination that consists of one or more tests, depending on thelevel of the prior education and on the degree programme for which entry is sought. Thefaculty/department determines the tests to be taken. Applicants may be exempted from orrejected for taking such tests.To be allowed to embark upon a degree programme by means of a colloquium doctum, studentsmust be at least 21 years old. In certain cases, it may be possible to diverge from the age

1 If a diploma/testimonial has been obtained abroad, the holder of the diploma must have an adequate command of theDutch language in order to be able to apply. This will be assessed by the Admissions Board


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limitation for holders of a diploma issued outside the Netherlands. Furthermore, the candidate

must have adequate proficiency in Dutch to be able to follow the teaching programme.If the applicants pass all the tests, the decision issued by the Faculty Board or the Executive Boardonly gives admission to the Leiden degree programme for which the colloquium doctum wastaken.The requirements for a colloquium doctum are set by a degree programme and are laid down inthe course and examination regulations (OER) of the relevant department (please refer to therelevant prospectus). Generally, applicants with a foreign diploma also need to demonstratesufficient knowledge of English.

2.1.4. Intake Restriction (Numerus Fixus)

For a number of degree programmes there is a cap on student intake because the number ofplaces in those programmes is insufficient to enrol all the applicants. For these degreeprogrammes a so-called numerus fixus is in place, which means that if there are moreapplications than places, there is a lottery. The lottery takes place on a national basis and iscarried out by the IB Group. The higher ones average mark in the pre-university examination,the greater the chance of ones lot being drawn. Applicants with an average mark of 8 out of 10or higher are directly admitted to the programme of their choice. Students who are automaticallyadmitted will be admitted to the university of their first choice. One can only register for anumerus fixus degree programme if ones lot has been drawn. In which case, the certificate ofadmission issued by the IB Group must be submitted. If the failure to be drawn in the lotteryleads to an unreasonable and unacceptable situation, the applicant may appeal to the IB Groupon the basis of the hardship clause.

2.1.5. Binding Study Recommendation

At the end of the first and/or second year of enrolment for full-time studies and for eachpropaedeuse the Faculty Board advises students on the continuation of their studies. For part-time students, this happens at the end of the second or third year after enrolment. Students aregiven a negative advice if, personal circumstances notwithstanding, they are considered to beunsuitable for the degree programme because their examination results fail to meet therequirements set by the institution.Students who have been given a negative recommendation are not permitted to enrol (neither asa student nor as an external student) in the same programme at Leiden University. The ExecutiveBoard may extend this recommendation to all programmes with the same propaedeuseexamination. A binding negative recommendation only applies to the programme in which thestudent is enrolled, not to the minor that happens to be part of the first year. A negativerecommendation always applies to both the master's and the bachelors variant of theprogramme. The binding negative recommendation expires after four years. For furtherinformation on the binding study recommendation, please refer to section 5.


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2.2. Entry after the First Year

2.2.1. Entry to the Second Year of the Bachelors Programme

Students who began a propaedeuse after August 2002 will be admitted to the second year of thebachelors programme after they have obtained their first-year diploma. Students may ask theBoard of Examiners of a particular programme to grant them permission to sit examinations inthe second year of the bachelors programme before they have passed the first-year examination.For many programmes, this permission is given tacitly and no formal request is necessary. This isset out in the Course and Examination Regulation. For programmes where a numerus fixusapplies, the Executive Board may in subsequent years refuse applications from students who havenot previously been enrolled for this programme with Leiden University.

2.2.2 Entry to the Doctoraal stage (formerly Dutch Masters Programme)

In passing a first-year examination, students gain admission to the doctoraal phase, If the first- year examination has not yet been passed, students may also be admitted in the following cases:- At the students request, the Board of Examiners of a programme may grant the studentpermission to sit examinations in a doctoraal course before they have passed the first-yearexamination.- The Executive Board may grant admission to the doctoraal stage to a student holding a diplomawhich (in the opinion of the Board of Examiners) is equivalent to the first-year diploma. In thecase of a foreign diploma, the student will be required to be sufficiently proficient in Dutch andEnglish.

2.2.3. The end date of the doctoraal programmes

The end date of the doctoraal programme is 31 August 2010. From September 2010 it is nolonger possible to apply for or to graduate from a doctoraal programme. The doctoraalprogramme in medicine is the exception to this rule. This programme ends on 31 August 2016.

2.3. Entry to the Masters Programme

A final bachelors examination gives direct admission to the corresponding (doorstroom)masters programme. In exceptional cases due to circumstances which may be personal in nature,the Faculty Board has the authority to provide an individually tailored admissions provision. TheFaculty Board can exercise this authority with regard to individual students or more generallywith regard to a group of students in the same circumstances. The Faculty Board may issue proofof admission to the master's programme (possibly under certain conditions) to those who havecompleted a course which is at least equivalent to the bachelors programme which would affordadmission to the aforesaid masters programme. One of the conditions is that applicants canprove that they possess the same knowledge, insight and skills, including the language proficiencyrequired for the masters programme, as the holder of the relevant bachelors diploma. A furthercondition is that there are enough places in the masters programme. Applicants who havepassed the relevant bachelors examination at Leiden University are guaranteed a place.


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Additional information for international students Minimum admission requirements for maste

rs programmes

2.4. Entry to the Masters Programme in University Teacher Training

The Executive Board determines the admissions regulations upon the advice of the Board of theGraduate School of Teaching (ICLON). To be admitted to the Masters Programme in UniversityTeacher Training, applicants need proof of admission issued by the Executive Board or theFaculty Board.

2.5. Transfer SchemeStudents who are taking the doctoraal programme may in cases and under conditions to bespecified by the Board of Examiners transfer from the doctoraal degree programme to thebachelor's programme. These conditions are set so that the attainment level and civil effect of thebachelor diploma may be guaranteed. Every effort will be made to limit study delays as far aspossible.


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3. Enrolment and Tuition and Examination Fees

3.1. Enrolment

Anyone wishing to make use of the teaching or examination facilities or other facilities for aninitial programme at Leiden University must register at this University, either as a regularstudent or as an external student.

3.1.1. Enrolment Procedure

The enrolment procedure is determined by the Executive Board and is described in theEnrolment, Tuition Fees and Examination Fees Regulation. Enrolment is valid for a single degree

programme and typically remains valid for an entire academic year. The academic year runsfrom 1 September up to and including 31 August of the following calendar year. Enrolmentshould take place no later than 31 August before the relevant academic year. A student identitycard (i.e. proof of enrolment) will be issued within three weeks, but not before the middle of themonth of July preceding the academic year, and only on condition that all requirements forenrolment have been met.

Enrolment after the academic year has begun is only valid for the remainder of the academic year.In such cases, no courses may be attended, there is no right to be supervised or to sit tests orexaminations, no papers may be submitted for marking and no use may be made of studentfacilities before enrolment has taken place. Persons who are not enrolled are not entitled tostudent grants and/or loans nor to the accompanying student public transport pass (OV-kaart).Enrolment can be cancelled until 31 August prior to the relevant academic year. After 1September enrolment can only be terminated under specific circumstances and conditions (see3.1.5 below).

3.1.2. Conditions for Enrolment

The Enrolment, Tuition Fees and Examination Fees Regulation sets out the obligations whichmust be met by students in order to be eligible for enrolment. In any event, they must meet theadmission conditions and they must submit a correctly completed enrolment form to theStudent Administration department. They must also submit an authorisation form to debit thetuition or examination fees due or a proof of payment. Enrolment after 1 September is onlypossible with prior permission from the relevant department, unless the date of enrolment is afixed intake date, as set out in the OER of the relevant programme.

Students who have Swiss nationality or who are nationals of one of the countries of the EuropeanEconomic Area (EEA) are required to submit a recent (not older than 6 months) certificate fromthe Municipal Register (GBA) and a copy of the passport page containing his or her personaldetails. Students who do not have Swiss nationality or who are not nationals of one of the EEAcountries mustalso submit a copy of the page of their passport containing the General Residency Permit(residency sticker).Enrolment will be refused to all applicants, irrespective of their nationality, if the applicant hasreceived from the Executive Board of this University a negative binding study recommendationfor the programme in question.


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3.1.3. Types of Enrolment

The law distinguishes two types of enrolment: enrolment as a student and enrolment as anexternal student. Enrolment is possible for a full-time programme, a part-time programme or adual programme. For further information, see the Registration, Tuition Fees and ExaminationFees Regulation and the Tuition Fees and Examination Fees Regulation.

3.1.4. Rights ensuing from Enrolment

A student who has been enrolled has the right to attend courses offered in the programmes ofLeiden University. Furthermore, the student has access to and may make use of the universitybuildings and grounds, the collections and the study and student facilities of the University,unless this is not in the interest of teaching and research and provided the available capacity isnot exceeded. Any student who abuses this right (for example by causing damage to a building orto the persons in that building) may be denied access to the facilities.A student has the right to student counselling and supervision, as well as the right to take thetests and examinations that are part of the programme for which the student is enrolled. Theserights are further described in the OER of the relevant programme.The right to take tests is limited to the programme in which the student is enrolled and to anyoptional courses that are part of the chosen programme.An enrolled student has the right to vote and to be elected to co-participation bodies.If the Executive Board terminates a programme, students are entitled to complete thatprogramme at the same or another university within a reasonable period of time.When exercising any of the rights stated above, students are obliged to carry with them theirstudent identity card (i.e. proof of enrolment) and to state their name and address if asked to do

so by the Executive Board or persons designated by the Executive Board. When taking tests,students may be required to provide additional proof of identity, such as a passport or drivinglicence.During lectures, tutorials and other classes within University buildings, students and lecturers arenot allowed to wear garments that cover the face, nor other attributes that seriously limit non-verbal communication. During tests and examinations, the wearing of garments and/or otherattributes that cover the face is forbidden inasmuch as these seriously impede establishing theidentity of the person involved.

3.1.5. Enrolment and Termination of Enrolment during the Academic Year

Late EnrolmentEnrolment in a programme is valid for a full academic year. A student is enrolled from the firstday of the month in which all requirements for enrolment have been fulfilled. Upon enrolmentas from 1 October, the enrolment form should be accompanied by a statement by the relevantdepartment or department that the interests of the teaching will not be jeopardised by lateenrolment. For masters (teacher training) programmes, one or more intake junctures have beenappointed during the year (please refer to the course and examination regulations of the relevantdepartment). The departmental statement mentioned above is not necessary for enrolment atone of these junctures.


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During the academic year, students may change their enrolment status to full-time, part-time or

dual provided they have permission from their department or department and they also adjustthe tuition fees due. This is not possible with retroactive effect.Termination of Enrolment during the Academic YearDuring the academic year enrolment as a student may be terminated in the following cases:(Please note: termination of enrolment is only possible on the 1st of the month)

If, due to illness or special family circumstances, the study cannot be continuedsuccessfully. Termination take places at least two full calendar months after the point intime when the special circumstances occurred. It is at the discretion of the ExecutiveBoard to decide whether the circumstances meet the conditions described above.

Enrolment is terminated as of the first day of the month following the doctoraalexamination, the bachelors examination, the (teaching training) masters examination,or the final medical examination. The enrolled student can terminate his enrolment witheffect from the month following the month in which the examination took place. Therequest for termination of enrolment should be submitted by the latest in the monthfollowing the date of the examination, i.e. the date mentioned on the diploma. For mostprogrammes, the examination date is the point at which the last test of the programmeor the final paper has been passed. If the request for termination of enrolment issubmitted after the time mentioned in the previous sentence, enrolment will beterminated as from the first full month following the month in which the request hasbeen submitted. This may be the academic year following that in which the finalexamination has been passed, provided this is within the same programme.

During the first year of enrolment for the propaedeuse, students may requesttermination of enrolment. Termination of enrolment will then take effect from thesecond month following the month in which it has been requested.

If a student is unable, as a result of the structure of the programme, to follow theprogramme for a period of time, not including the lecture-free periods, the enrolmentwill be terminated, at the request of the enrolled student, with effect from the first monthfollowing the month in which the student has submitted the request for termination ofenrolment.

Students who are unable to continue their studies due to circumstances beyond theircontrol that they could not have been aware of at the time of enrolment may terminatetheir studies on the first day of the second full month following the month in which therequest has been submitted. In such cases, the decision rests with the Executive Board.Students who have terminated registration for this specific reason cannot enrol again forthe same programme in the same academic year.

A request for termination of enrolment should be submitted in writing to the StudentAdministration or, for students with non-Dutch nationality, through the International Office.

The appropriate form can be obtained from the Student Information Centre or downloadedfrom the website: www.studentformulieren.leidenuniv.nl. Enrolment is only terminated if theproof of enrolment (the student identity card) is handed in together with the request form.

3.2. Tuition Fees and Examination Fees

3.2.1. PaymentEnrolment at the University does not take place until all requirements have been met, one ofwhich is the payment of tuitions fees. The requirements include a properly completed enrolment


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form and an authorisation form to debit tuition or examination fees, or a payment confirmation,

have been submitted. By signing and submitting the authorisation form, the student enters into apaymentobligation which must be met. Further information about the authorisation can be found in theRegistration, Tuition Fees and Examination Fees Regulation and in the Tuition and ExaminationFees Regulation.

3.2.2. Rates of Tuition and Examination Fees

To determine whether a student with Swiss or Surinamese nationality or with the nationality ofone of the EU/EEA states must pay a lower or a higher institutional tuition fee, the University hasset an age-limit of thirty years. Students who are younger than thirty at the beginning of theacademic year pay the statutory rate or the lower institutional tuition fee. Students older thanthirty at the beginning of the academic year pay the usually higher institutional tuition fee. Theage criterion does not apply to students enrolled in the teacher training programme or to UAFstudents (the Foundation for Refugee Students).For students from outside the EEA with the exception of Switzerland and Surinam, differentrates apply for the various programmes unless they belong to a select group of persons who, bygeneral decree of the board, are deemed equal to Dutch citizens for the purposes of study grantsor their tuition fees are paid by the UAF, orDifferent rates apply for a number of different programmes. For further information, please seethe Tuition and Examination Fees Regulation.For the 2009-2010 academic year, the tuition fee rates are specified in the Tuition Fee RatesDecision academic year 2009-2010

3.2.3. Tuition Fee Reductions and Exemptions

For students who have enrolled after 1 September, 1/12 of the tuition fee is deducted for eachmonth they have not been enrolled.

If a student has paid the statutory tuition fee for enrolment as a student in a programme atLeiden University, he or she does not have to pay tuition fees for simultaneous enrolment as astudent in another programme at this University for which the same rate of tuition fees applies.

If a student has paid the statutory tuition fee for enrolment as a student at another university, inline with Article 7.43, paragraph 1 of the Act, he or she does not have to pay tuition fees forsimultaneous enrolment as a student in a programme at Leiden University if this programmefalls under Article 7.43 of the Act.

Students who wish to enrol as full-time students but who are already enrolled as part-timestudents for a low or transitional fee, must pay an additional fee covering the difference betweenfull-time and part-time fees.

3.2.4. Restitution upon Termination of Enrolment

Enrolment as a student can only be terminated in a number of cases. Upon termination ofenrolment, tuition fees are refunded for each remaining month of the academic year. Students


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who have paid a reduced tuition fee because they were enrolled in more than one programme

will only receive a refund if they terminate enrolment in all programmes.

3.2.5. Damages and Post-Payment of Tuition and Examination Fees

Persons who are not enrolled but nevertheless make use of Course and Examination facilities areliable for damages of 600, in addition to the tuition and examination fees for the full academic year (i.e. September up to and including August).

3.2.6. Legal ProtectionStudents who enrol or terminate enrolment are affected by legal decisions which may beimportant to them. Students who believe that insufficient consideration has been given to theirinterests in the making of decisions, or that regulations and legislation have been appliedincorrectly or for improper purposes may lodge objections and appeals.Student enrolment data are governed by a privacy regulation. This regulation aims to adequatelyprotect students privacy.


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4. Teaching

4.1. Quality of Teaching

Teaching at Leiden University must comply with certain quality standards. These have been laiddown in the Leiden University Register of Study Programmes framework document. The FacultyBoard periodically checks whether a programme meets the requirements of the Leiden UniversityRegister. In addition, the quality of a programme is periodically accredited, following an externalassessment. Internal quality checks, including student evaluations of the teaching as well as othersources, are an essential source of information for these external reviews.

4.2. Organisation of the Programmes

Study programmes at Leiden University may be full-time, part-time or dual. The Facultyprovides for the organisation, the programme and the teaching facilities in the Course andExamination Regulation (please refer to the prospectuses). In the academic year 2002-2003,Leiden University introduced the bachelor-master system for all its programmes, exceptMedicine where this is applied from the academic year 2008-2009..

4.3. Credits and the European Credit Transfer System

The European Credit Transfer System (ECTS) was introduced to enhance student mobility inEurope. The ECTS system makes it easier for students to follow parts of their programme inanother EU member state. The study programme is divided Europe-wide into study years worth60 ECTS each, 1 ECTS representing 28 hours of study. The bachelors programme (introducedon 1 September 2002) consists of 180 ECTS. The workload for the masters programmes is 60ECTS or 120 ECTS. For Medicine, it will be 180 ECTS.

4.4. Right to a Manageable Study Programme

The University must organise its programmes in such a way that full-time students can bereasonably expected to complete 60 ECTS in an academic year. In deciding whether a studyprogramme is manageable, it is particularly important to take note of how the workload isdistributed across the year. The organisation of the teaching and the way this is structured in theCourse and Examination Regulations are regularly monitored. The law places this responsibilityon the Faculty Boards, the Departmental Teaching Committees and the Executive Board. Whendeciding on whether a study programme is manageable, the amount of time a student needs to

complete the study programme must be taken into account. Regular checks of the workloadprevent a programme from becoming too heavy and thus unmanageable either wholly orduring particular periods of the year.

4.5. Student Counselling

All students are entitled to study guidance. In Leiden particular attention is paid to studentsbelonging to an ethnic or cultural minority. The implementation of the right to studentcounselling rests with the faculties. The manner of counselling partly depends on the kind of


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teaching that is provided. The Course and Examination Regulation provides for the monitoring

of student progress and individual student counselling and for facilities to enable students with asensory or physical disability to take examinations.

4.6. Student Progress Reports

In accordance with the Student Finance Act 2000, the Executive Board reports on the progress ofeach student who received for the first time a grant for a study programme at a university or aninstitute of higher professional education (HBO) before 1 September 1996 have to meet thenorm of 30 ECTS per year (in the framework of the tempobeurs), or 20 ECTS per year (in theframework of the first-year performance grant if the student started on or after 1 February.Students are informed of their progress before 1 November of the calendar year in which theacademic year ended. The Executive Board then provides the Informatie Beheer Groep with theparticulars of students who have failed to meet the standard (30 or 20 ECTS). Students areinformed about this in a letter which also states the consequences of study delay for the studentgrant as well as alternative forms of financial support.

4.7. Code of Conduct on the Language of Instruction

On 11 July 2002 the Executive Board, acting in accordance with article 7.2 of the WHW, adopteda code of conduct on the language of instruction. This code of conduct prescribes, for each phasein the study programme, the language of instruction and the language in which tests andexaminations take place. The code of conduct applies to all programmes, except those in which aparticular language is the object of study.

As a rule, Dutch is the language of instruction in the first, second and third year of thebachelors programmes. The language of instruction may be English if the students

background makes this necessary. After the propaedeuse phase, certain components of the bachelor curriculum, including

the examinations, may be in English or in another language if these components requirethat students become skilled in speaking or writing in English or another language or ifthese components meet the students need to prepare for a masters programme in aforeign language.

In the masters programmes, the language of instruction is English, if this is functional,or another language (In the remainder of this article 4.7, English can if and where necessary be replacedwith another language) . The use of English may be considered functional if the programmeis internationally oriented. Whether a programme qualifies as internationally orientedis determined on the basis of the field of study, the future working field or future career.English is also regarded as functional if the nature, design or quality of the teaching orthe students linguistic background necessitates this. In the masters phase, the languageof instruction is also the language in which the tests are taken.

If a Faculty Board wishes to use another language of instruction than Dutch for a programme, orfor components of that programme, this is set out in the Course and Examination Regulation ofthe programme in question.

4.8. Departmental Teaching Committees


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Each department has a separate departmental teaching committee. Half of the number of

members must be students enrolled in the department concerned. The committee fulfils anumber of important tasks: It gives advice on the Course and Examination Regulations before these are adopted. Once a year, it reviews the implementation of the Course and Examination Regulations. It gives advice, upon request or at its own discretion, about other matters pertaining to

the teaching of the department concerned.


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5. The Leiden Study System with Binding StudyRecommendation

5.1. Definitions

Leiden University uses a so-called Leiden study system with binding recommendations (bsa).This means that at the end of the first year of study full-time students receive a recommendationas to whether they should continue their studies; part-time students receive a recommendation atthe end of the second year of study. This recommendation is negative and binding if thestudents results do not meet the requirements set by the institution. Full-time students are givena negative recommendation if they have obtained fewer than 40 ECTS at the end of the study year, or have failed to meet any additional requirement as set by the department . Furthermore,they need to have obtained their first-year diploma within two years. Part-time students aregiven a negative recommendation if at the end of the second study year they have obtained fewerthan 40 ECTS or have failed to meet any additional requirement as set by the department.Furthermore, they need to have obtained their first-year diploma within three years.The requirements are different for programmes offered in partnership wit other intitutions ofhigher education. (no requirment in the second year for LST and MST and 30 ects for Math andno requirment in the second year)The following terms are used regarding the Leiden study system and the binding studyrecommendation:

the BSA Regulation (Regeling bsa) is the Leiden University Regulation on the BindingStudy Recommendation as adopted by the Executive Board on 8 April 1999;

the BSA Privacy Regulation (Privacyreglement bsa) refers to the special privacyregulation governing student files for the purpose of the binding recommendation. The

BSA Privacy Regulation is separate from the Privacy Regulation for the Central StudentRegistry.

5.2. Student Counselling Plan

The essence of the Leiden study system is the student counselling plan, published in theprogramme prospectuses. This plan consists, at the very least, of the following parts.

5.2.1. Introductory InterviewBefore the end of September (in special cases, before the end of October), the student counselloror one of the tutors in the study programme conducts an introductory interview with each of thestudents participating for the first time in the propaedeuse. During this interview, studentsreceive concrete information about the programme and the student counselling plan.Furthermore, the discussion focuses on the students reason for choosing the degree programmeand his or her expectations of the programme. Students can ask questions and use the interviewto discuss personal circumstances. Naturally, the student counsellor or tutor will treat anypersonal information as confidential. A brief, written report is made of the introductoryinterview; this report is kept in the departments student files.


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5.2.2. Mentorship

An important aspect of the Leiden study system is the mentorship, the purpose of which is tooffer students a clearer understanding of their study situation and to help them tackle andorganise their studies. The aim of this system is to ensure that any problem can be resolved(speedily). Although there are many different kinds of mentorship at Leiden University, allprogrammes have staff mentors. These are specially appointed lecturers who are responsible forstructuring the learning environment,for helping students to learn to study. Furthermore, in addition to the student counsellors, thesementors are the first-line contact between students and the department. In many departmentsthe staff mentor holds regular meetings in the form of a mentor group. These meetings may bepart of the regular curriculumWhereven possible, departments also appoint student mentors, i.e. senior students whointroduce freshmen to the social and other aspects of student life.

5.2.3. Study Recommendations

The third part of the student counselling plan consists of a number of study recommendationsgiven during the first year:

Full-time StudentsThe first study recommendation is sent to each full-time student at the end of January. In case ofa negative recommendation, the student concerned is called for an interview before 31 January.Students who wish to stop their study grants before 1 February may do so. Since this date is ofparticular importance to students, they share the responsibility for setting up a timely interviewwith the student counsellor or the staff mentor. 1 February is also an important date for another

reason, for which you are referred to 5.3. Binding Study Recommendation, Standard andRejection (Bindend studieadvies, norm en afwijzing). Following the regular courses and tests, butbefore the last round of re-sits in an academic year, that is in the course of the summer, each full-time student receives a progress recommendation. If the recommendation is negative, thestudent is invited for an interview. The final recommendation is sent to each full-time student nolater than 31 August. Students are called for an interview if the recommendation is negative, inwhich case they are also given information about other study options. Students who have notreceived a negative recommendation and rejection and have not yet passed the first-yearexamination receive a further recommendation no later than 31 January of the second year ofenrolment. No later than 31 August of the second year, they are given a postponed finalrecommendation, which is positive if the first-year examinations have been passed, and negativeif they have not or if they cannot be passed within the time allotted.

Part-time StudentsThe first study recommendation is sent in written form to each student in the first year ofenrolment following the regular courses and tests, but before the last round of re-sits, in otherwords in the course of the summer. If a negative recommendation is given, the studentconcerned is called for an interview. The progress recommendation is given in writing in thesecond year of enrolment after the regular courses and tests, but before the last round of re-sits.If this recommendation is negative, the student concerned is called for an interview. Eachstudent receives a final recommendation no later than 31 August of the second year. Students arecalled for an interview if the recommendation is negative, in which case they are also given


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information about other study options. Students who have not received a negative

recommendation and rejection and have not yet passed the first-year examination receive afurther recommendation no later than 31 January of the third year of enrolment. No later than31 August of the third year, they are given a postponed final recommendation, which is positiveif the first-year examination has been passed, and negative if it has not.Switching from Full-time to Part-time Study or vice versa.You are referred to the Regulations on the Binding Study Recommendation for the rules thatapply to students who switch from full-time to part-time study or vice versa before they havepassed the first-year examination.

5.2.4. Tests and Re-sitsThe student counselling plan also contains information on when the tests and re-sits will takeplace. It is important that these periods are aligned with the moments that the three studyrecommendations are given. In any case, departments are expected to organise tests at an earlyinstance in the academic year (i.e. the beginning of October to the middle of November). This isto help students understanding, as soon as possible, of whether they have chosen the rightdegree.

5.3. Binding Study Recommendation, Standard and Rejection

To formulate the final study recommendation the following standards have been adopted for theacademic year 2009/2010:

Full-time students are given a negative study recommendation (bsa) if they haveobtained fewer than 40 ECTS at the end of the first year.

Full-time students are given a negative study recommendation (bsa) if they have not

passed the first-year examination at the end of the second year. Part-time students are given a negative study recommendation (bsa) if they have

obtained fewer than 40 ECTS at the end of the second year. Part-time students are given a negative study recommendation (bsa) if they have not

passed the first-year examination at the end of the third year. Students may also receive a negative recommendation if they have obtained 40 ECTS or

more, but have failed to comply with the additional requirements for the programmeconcerned. These requirements are laid down in the student counselling plan and in theCourse and Examination Regulations of the relevant programme.

If a study recommendation is negative, enrolment in the same programme at Leiden University isno longer possible. The binding study recommendation expires after four years. A negativerecommendation for a so-called monodisciplinary programme also pertains to all major/minor

variants for which the major is the same as that for which the negative recommendation has beengiven. A negative recommendation for a major-minor programme also pertains to allprogrammes for which the major is the same as for which the negative recommendation has beengiven. The negative recommendation also applies to the so-called monodisciplinary track of theprogramme offering the major for the programme for which the negative recommendation hasbeen given.Each full-time first-year student and part-time second-year student is given a finalrecommendation. Students who terminate enrolment during the academic year are also given afinal recommendation. Only students who request termination of enrolment before 1 Februaryof the first year of enrolment in the propaedeuse are not given a negative or positive


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recommendation. If these students enrol for the same propaedeuse in the following academic

year, the recommendation will be given in that year.

5.4. Personal Circumstances and Hardship Clause

The Board of Examiners of each programme is mandated by the Faculty Board to determine thestudy recommendations on behalf of the Faculty Board. In deciding whether to give a negativerecommendation, the Board of Examiners takes into consideration the personal circumstances ofthe student concerned. Personal circumstances are illness, pregnancy, disability, special familycircumstances and membership of boards or committees. Depending on the seriousness and thelength of the personal circumstances, the Board of Examiners may decide not to give a negativestudy recommendation.If the Board of Examiners has decided to refrain from a negative study recommendation due topersonal circumstances, the student concerned will be given another recommendation in afollowing academic year.

The Board of Examiners may also apply a so-called hardship clause: if a student's study results donot meet the standard, the Board of Examiners may nevertheless decide not to give a negativerecommendation due to inequities of a serious magnitude. In other words: if the students testresults, study attitude and motivation lead the Board of Examiners to believe that he or she willbe able to successfully follow the programme, the Board may decide not to give a negativerecommendation. Considerations which may apply in this respect include for instance thestudent simultaneously following more than one study programme or carrying out extra-curricular activities.

Students should duly report to the department any personal circumstances which might make it

difficult for them to meet the standard and might lead to a negative recommendation. As soon asit becomes apparent that there might be a study delay as a result of the above-mentionedcircumstances, the student should contact the student counsellor of his or her programme todiscuss study progress and, if necessary, put together a modified study programme. Studentsshould, preferably before 15 June and in any case before 1 August of the relevant academic year,submit a request to the Board to take personal circumstances into consideration whendetermining the study recommendation. The request should be sent in writing to ICS, BSACommittee, Postbus 9500, 2300 RA Leiden. The request should also include the relevant items ofevidence, such as for instance a doctors statement in case of a long-term illness or a physical ormental disability. The Board of Examiners can only take personal circumstances into account ifthese have been registered. In this case the agreements made with the student counsellor may betaken into account in reaching a decision about the study advice.

5.5. File

Each department keeps a file of each student registered for the first time in the propaedeuse ofthe programme. This file in any case contains the following:

a short written record of each formal contact between a student with a representative ofthe programme (interview with a student counsellor or tutor), including in any case theintroductory interview and the three to five recommendation instances;

a description of the students personal circumstances.


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Students have the right to inspect the contents of their file and, if necessary, to add an objection

to it. The student counsellor, the Board of Examiners, and the staff mentor are allowed access tothe file. No information from the file is provided to third parties without prior permission of thestudent concerned or only to the extent required by law.

5.6. Legal Protection

Students have the right to lodge an appeal with the Examination Appeals Board, within fourweeks of the date of the final study recommendation. Pending this appeals procedure studentsare allowed to follow courses, but they may not take tests.


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6. Tests and Examinations

6.1. Board of Examiners

To administer examinations and to organise and coordinate tests, the Faculty Board appoints aBoard of Examiners for each department or group of departments. The members of the Board ofExaminers are appointed by the Faculty Board and are all, in addition to their responsibilitieswithin the Board of Examiners, also involved in providing education in the relevant departmentor departments.

6.2. Tests

Each course component (i.e. subject) involves a test. The tests may take the form of a written test

paper or an oral examination, a class-paper, a practical or an essay. This is indicated in theprospectus. Generally, a test will be taken at the end of the course. However, students may betested on their knowledge of the subject earlier during the course.A test is an inquiry into the student's knowledge, understanding and skills. The results of thisinquiry are assessed by the examiner (tutor); students can either pass or fail a test. Students havethe right to inspect the work under assessment for a test and they have a right, if they wish, to anexplanation on how the work has been marked.The Board of Examiners may issue guidelines and instructions for the assessment of the persontaking the test and for the calculation of the mark for the test. Furthermore, the Board ofExaminers may draw up rules on proper test procedures and on the measures to be taken in thisrespect. The Board of Examiners may fix a term of a maximum of one year within whichstudents who have committed fraud are excluded from taking tests or examinations offered bythe institution.The course and examination regulations in the prospectus or in an appendix thereto specify thefollowing:

- the periods in which tests may be taken;- how long the test results are valid (where applicable);- how the tests are to be administered;- when students can inspect their tests;- wherever necessary, the order in which tests must be taken.

6.3. Examinations

The University offers a first-year (propaedeuse) examination, a doctoraal examination, a finaldegree examination in Medicine, a bachelors examination, and a master's examination. As a rule,

students have passed an examination if they have passed all the tests for a particular (part of the)degree programme. The Board of Examiners may deviate from this rule, for instance by requiringstudents to defend a final thesis in public, or by setting alternative tests to decide whetherstudents meet the programme's objectives. The Board of Examiners may also decide that not alltests need to have been passed for the student to pass the examination (compensation scheme).Students who pass an examination are awarded a diploma. This diploma specifies the title/degreeawarded and the examination components, as well as any rights and qualifications it may grant.


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Dossier Diploma

Students who have not met all the requirements for an examination but have passed at least twoexaminations may request the Board of Examiners to provide a statement specifying the tests thathave been passed.

Free Doctoraal, Free Bachelors, Free Masters ProgrammeStudents may compose their own examination programme from course components. To do so,they need prior approval from the Board of Examiners of the most appropriate programme. Ifnecessary, the Executive Board will determine which programme must give its approval.

6.4. Course and Examinations RegulationsEach programme has course and examination regulations, determined by the Faculty Board withprior permission from the Faculty Council. The Faculty Board also supervises theimplementation of the regulations and is responsible for their frequent review. Responsibility forthe latter is also shared by the department teaching committees and the Executive Board.The course and examinations regulations should at least include the following (see alsoprospectus):

the content of the programme and any related examinations; the content of the majors within the programme; the knowledge, understanding and skills that students must have acquired by the end of

the programme; where applicable, the organisation of practicals, and the compulsory attendance of

practicals in order to be allowed to take certain tests. In this context, the Board ofExaminers retains the right to grant exemptions from practicals or to formulatealternative requirements, for instance in case of objections to experiments involvinghumans or animals;

the work load of the programme and of all the individual course components, thenumber and order of tests, as well as the moments at which they can be taken;

the full-time, part-time or dual organisation of the programme; the different tracks within a programme (e.g. major-minor, monodisciplinary); if necessary, the order, the periods in which, and the number of times per year that tests

and examinations are offered; if necessary, the duration of the validity of test results; in principle, test results have

unlimited validity, unless the course and examination regulations specify otherwise; the manner in which tests are taken. In special cases, the Board of Examiners may deviate

from these regulations; the manner in which students with a functional limitation can sit the

examinations; the public nature of oral tests. In some cases, the Board of Examiners may deviate from

these regulations; the term within which the test results must have been determined; if, and is so when it is

possible to deviate from this term; the method by which students may inspect a written test and its assessment criteria; the grounds on which the Board of Examiners may grant exemptions for one or more

tests on account of higher education tests or examinations previously passed orknowledge or skills acquired elsewhere;


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where necessary, that having passed certain tests is a prerequisite for taking subsequent

tests; the monitoring of study progress and individual student counselling; the degree to be awarded by the Executive Board on successful completion of a

programme; the manner in which deficiencies in previous education may be corrected; the requirements for the colloquium doctum; for master's programmes: the entry requirements for the master's programme and the

manner in which admission to the programme is organised; for bachelor's programmes: the master's programmes to which this bachelors

programme grants automatic admission.


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7. Financial Support

7.1. Regulations on Financial Support for Students 2000

The Regulations on Financial Support for Students 2000 consist of two parts:

1. regulations on financial support to compensate study delays beyond their control2. regulations on financial support to compensate for membership of boards and

committees.

The aim of the first part of the regulations is twofold. Firstly, the regulations aim to minimisestudy delays for students who are behind in their studies due to circumstances beyond theircontrol. Secondly, the regulations provide for financial compensation once it has become clear

students cannot catch up with their studies. These regulations only apply to students who incur adelay in the period in which they are entitled to a "tempo grant" or performance-linked grantand have not yet passed the doctoraal, master's or final medical examination. The second part ofthe regulations aims at supporting students who are student members of boards and committees(within University or Faculty organisations or within student associations). Financial support inthis context is in principle only provided to students who are enrolled at Leiden University andare entitled to a student grant.

7.2. Financial Emergencies

Leiden University has a number of possibilities for supporting students who are in acute,incidental financial need. This support consists of short-term interest-free loans or, incidentally,gifts. It should be stressed that this kind of support is not permanent; moreover, the sums arelimited. More information on emergency funding can be obtained from the Student InformationCentre in Plexus.

7.3. Curators FundThe curators fund is meant to provide financial support for good students for whom it isdifficult to secure financial support or loans elsewhere. In addition, the curators fund may beused to provide students with one-off travel grants for study activities abroad. In such cases,requests for grants are judged in terms of the quality of the project and the marks obtained.Furthermore, the applicants financial situation is taken into consideration when assessing theapplication. Students are expected to submit a report on their study activities abroad to theadministrator of the curators fund when their project has ended. More information on thecurators fund can be found at www.pitsstop.leidenuniv.nl/


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8. Management and Co-Participation

8.1. Introduction

This section offers a description of the administrative structure of Leiden University. It includes,among other things, an indication of the various committees in which students can participate,and the manner in which their participation is organised. In addition, this section discusses thestudents active and passive right to vote.

8.2 Central Management

The central management of the University is the responsibility of the Executive Board. In itswork, the Board is supported by various advisory and participatory bodies, for example the

University Council and the Leiden Student Council. In addition, the University has a Board ofGovernors, to whom the Executive Board is accountable.www.leidenuniv.nl/en/about/organisation.html

The management and organisation of the University are outlined in the Executive andManagement Regulations, established by the Executive Board.www.regulations.leiden.edu/university-management

8.2.1. The Executive Board

The Executive Board (see: www.leidenuniv.nl/en/about/organisation.html ) is the University'shighest administrative body. It is authorised to regulate, govern and manage the affairs of theUniversity as a whole.

8.2.2. Board of Governors

The University has a Board of Governors, five members of which are appointed by the Ministerof Education, Culture and Science. One member in particular must have the full support of theUniversity Council.The members of the Executive Board are appointed, suspended and dismissed by the Board ofGovernors, and are responsible to the Board of Governors.In addition, the Board of Governors must approve:

the Executive and Management Regulations; the Strategic Plan; the budget;

the annual account; the choice between "divided" or "undivided" co-participation; regulations shared with other institutions of higher education


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8.2.3. Choice of System of Co-participation

The University Government Modernisation Act (Wet modernisering Universitairebestuursorganisatie; MUB) offers universities the choice between two systems of co-participation,"divided" and "undivided".Divided co-participation means that the University falls under the Works Council Act (Wet opde Ondernemingsraden), in which case it has a works council (and decentralised faculty councils)for the staff; and student councils must be set up for the students.Undivided co-participation means the kind of system which Leiden has chosen, i.e. auniversity council and faculty councils, in which staff and students hold an equal number of seats.The Executive Board, in agreement with the University Council, has decided to opt forundivided co-participation for a period of five years. However, since 1 September 2002, co-participation has been divided in the Department of Medicine/Leiden University Clinic(LUMC) (see below, section 8.3.2).

8.2.4. University Council

As a participatory body, the University Council has right of approval concerning a number ofmatters. This means that the Executive Board can only make certain decisions if the UniversityCouncil has first given its approval. If approval is not given and the Executive Board neverthelesswishes to make the relevant decision, the Higher Education and Research Act provides a disputesprocedure. Regarding other matters, the University Council only has advisory rights.In any event, the University Council has the right of approval (as in Art. 9.33 of the HigherEducation and Research Act) for the following matters:

the Strategic Plan; the structure of the system of quality assessments;, the policies planned in response to the outcome of the quality assessments; the Student Charter; the Executive and Management Regulations; regulations on safety, health and well-being; the choice of co-participation systems; the graduation fund.

The Executive Board requires the approval of two-thirds of the members of the UniversityCouncil for any modification to the Regulations for the University Council. These Regulationsnot only provide for such matters as the number of members of the Council and their term ofoffice, but they also specify on which other matters the University Council has right of approvalor advisory rights.

In addition to the statutory powers indicated above, the University Council also has the right ofapproval on the following matters:

facility regulations for co-participation; the guidelines on ethical aspects related to the activities of the University.

Furthermore, the University Council has advisory rights in the following matters: the University budget and the budgets of those University foundations whose board

consists of the Executive Board;


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matters concerning the continuation and proper functioning of the University; policies on the establishment of holdings and private limited liability companies; policies on institutional tuition fees; policies on collective student facilities; the establishment of collaboration agreements with other institutions.

The University Council, which is chosen in accordance with the electoral regulations establishedby the Executive Board, consists of sixteen members. Eight members are chosen by and from thestaff, and eight are chosen by and from the students.

8.2.5. Leiden Student Council

The Leiden Student Council is an advisory body to the Executive Board which represents the

voice of the students. Either at the request of the Executive Board or at its own discretion, theLSC discusses matters relating to students. One of its functions is, with the Executive Board, togive joint consideration to student matters in the preliminary stages of policy formulation.The LSC consists of a chairperson, a secretary and 18 members. All members are studentsenrolled at Leiden University. They are appointed by the Executive Board following anapplication procedure. Members can be nominated for a period of one year a maximum of threetimes.

8.3. Faculty Management

As of 1 September 2008, the University has the following faculties: Archaeology Humanities LUMC/Medicine Law Social and Behavioural Sciences Science

8.3.1. Faculty Board

Each faculty is managed by a Faculty Board, chaired by the dean. With the exception ofLUMC/Medicine, each Faculty Board includes one student member. The dean and the othermembers of the Faculty Board are appointed by the Executive Board; the dean is appointed fromamong the professors of the faculty. The appointment of the other members requires the dean'sapproval.

The Faculty Board is fully responsible for the administration and management of the faculty. Thefaculty regulations contain detailed rules on the administration and organisation of the faculty.The faculty regulations (including any amendments) are set by the Faculty Board and must beapproved by the Executive Board.

The Faculty Board has the following tasks and powers:a. formulating the faculty regulations;b. setting the course and examination regulations for the departments within the

faculty;


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c. formulating general guidelines on academic work;

d. formulating the faculty's annual research programme;e. supervising the implementing the course and examination regulations and theannual research programme, and reporting on these to the Executive Board;

f. instituting the Admissions Board and the Board of Examiners and appointingtheir members;

g. formulating regulations on exemptions for admission to the programmesoffered by the faculty;

h. implementing the binding study recommendation in the first year andthe reference to this in subsequent years;

i. drawing up joint regulations for the benefit of one or more departments withone or more other faculty boards;

j. providing a board for each department in the faculty.k.

The Faculty Board is accountable to the Executive Board. This accountability is achieved by suchmeans as supplying any information that the Executive Board may require and by providing theExecutive Board with information concerning the decisions taken.

8.3.2. Faculty Council

Each faculty has a participatory body in the form of a Faculty Board on which, as a result of theUniversitys choice of undivided co-participation, staff and students have the same number ofseats.The Faculty Council has the same powers with respect to the Faculty Board as the UniversityCouncil has with respect to the Executive Board concerning matters that are of particular interestto the faculty and are within the competence of the Faculty Board.

Furthermore, under the Higher Education and Research Act, the Faculty Council also has theright of approval regarding the following matters: the faculty regulations; the course and examination regulations.

The staff members of the Faculty Council also have the power of a divisional personnelcommittee in matters concerning personnel policy and management implemented by the FacultyBoard within the faculty.

The faculty regulations stipulate the number of members of the Faculty Council. The followingnumbers apply, staff and students each holding half of the seats:

the Faculty of Archaeology: six members; the Faculty of Humanities: eighteen members;

the Faculty of Law: fourteen members; the Faculty of Social and Behavioural Sciences: fourteen members; the Faculty of Science: fourteen members; the Student Council of the LUMC: seven members (see below).

Since 1 September 2002 an exception has been made for the LUMC/Medicine Faculty. Staff co-participation takes place in the LUMC works council, whereas student participation is organisedin a student council. The powers of this student council are the same as those of a FacultyCouncil, provided these are not personnel matters, in which case, the responsibility falls to thestaff section of the Faculty Board.


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8.3.3. Department Boards and Committees

Each department has its own Department Board and Department Committee. A bachelorsprogramme with one or more related masters programmes can be seen as one programme inthis respect. However, the Faculty Board may in some cases decide not to appoint a DepartmentBoard but a Department Director. The Faculty Board appoints a joint board for each department,of which there should be at least one student member.

The faculty regulations further specify the composition of the department committees; in anycase half of the number of members should be students enrolled in the department concerned.The department committees tasks are as follows:

- providing advice on the course and examination regulations;- annually assessing the implementation of the course and examination

regulations;- providing advice, on request or on its own discretion, to the Department Board

and the dean on any matters pertaining to the teaching in the department.

The function of the Department Committee is to strengthen the position of the student withrespect to the implementation of teaching and it is the body par excellence where students canexercise their participatory rights regarding teaching and its organisation.If a decision to be taken by a Faculty Board or Department Board must be submitted for adviceto the Department Committee, the committee must be given the opportunity to confer with theboard in question before the advice is issued. The Department Committee must be informed asquickly as possible (and in writing) of the manner in which the advice it has given is beingfollowed.

8.4. Voting and Electoral Rights

Every student enrolled in the University for a programme belonging to a faculty under theHigher Education and Research Act, as well as every student enrolled in a non-initial degreeprogramme of the faculty as referred to in the Leiden University Register of Study Programmes iseligible to vote and to be elected. This means that students not only have the right to vote in theUniversity and Faculty Board elections, but that they can also stand for election to these councils.In exercising these rights statutory and electoral regulations must be observed. The CentralPolling Committee is responsible for the preparation and organisation of elections.At the proposal of the Central Polling Committee, the Executive Board decides when electionsfor the University and Faculty Boards are held; detailed information on these elections can befound in MARE and/or the digital newsletter.For the purpose of the elections, the University community is divided into two groups: staff andstudents. The members of these groups elect candidates from their own group: it is only possibleto vote for staff members or students who are standing for election. In other words, students canonly vote for students and staff members for staff members. Students have the right to vote forthe University Council as well as for the Faculty Council of the department in which they areenrolled. Students enrolled in more than one faculty have the right to vote for each separateFaculty Council. Every student can also stand for election to a council. Staff members have theright to vote for the University Council and for the Faculty Council of the Faculty they work for.As from the 2003 elections, all voting takes place by Internet. This includes elections for theUniversity Council, the Faculty Council and the LUMC Student Council. Those eligible to vote


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can do so digitally during the specified election period. You are referred to

www.stemmen.leidenuniv.nl for further information.

8.5. Legal ProtectionSpecial rules for appeal apply in the election procedure. Sometimes the term within which anappeal may be lodged is only a few days. This is done so as not to hinder the elections, and toguarantee a fast and legally incontestable election result. It is beyond the scope of this StudentCharter to provide more detailed information about these rules. The reader is referred to theElectoral Regulations. More information about the legal procedure may be obtained from theCentral Polling Committee (Rapenburg 70, telephone number 071-527 3184, Ms W.A.A.C. vanIngen Scholten).


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9. Student Services

9.1. University Services

In addition to study coordinators and student counsellors, Leiden University in particular inthe form of the Expertise Centre for International Relations, Communication and StudentAffairs offers students many facilities which they might find useful. The first point of contactfor students is the Leiden University Information Desk at the Plexus Student Centre. Studentswho need more specific assistance will be referred elsewhere. The Studie- enStudentenondersteuning site (www.studenten.leidenuniv.nl/) provides more information aboutstudy support services for students. The most important university services are described below.

9.1.1. Student Information Centre Information Desk

Students can apply to the Information Desk for information on all kinds of subjects: enrolment,restitution of tuition fees upon graduation, change of address, financial support, student grants,what to do in case of illness or delays or financial problems. Students requiring informationconcerning one of these topics should first apply to the Information Desk; if necessary, they willbe referred to other departments. The Information Desk is located in Student Centre Plexus,Kaiserstraat 25; telephone number 071 527 8011, e-mail: [email protected] ,

9.1.2. PITSstopPITSstop, the Plexus Information Centre for Students (Plexus Informatie Trefpunt Studenten) isthe information centre for students. Here you can find information about all kinds of studentand study-related topics. Extensive written documentation is also available about studyprogrammes at Dutch universities and universities of higher education. The prospectuses of allthe programmes that Leiden University offers can be found here, as well as the prospectuses ofother universities. With respect to studying abroad, PITSstop has information about foreigninstitutions, graduate programmes, admissions and the financing of studies and research.Furthermore, a staff member of the International Office offers consultation hours twice a week(Monday and Thursday from 13.00 to 17.00) in PITSstop to answer questions about studyingabroad.PITSstop also has a great deal of information about job prospects for graduates, such asprofessional directories, magazines and (work)books. This is also where you go for informationabout companies and organisations, career planning, periodicals with job ads, Saturdaynewspapers, application files and reports with background information on the developments onthe labour market.Students can use the PITSstop's computers to look up information or do a study aptitude test.

They can then discuss their test results with a study or careers adviser. The self-help corner hasbooks and other documentation on study skills, personal problems, applying for a job, the legalstatus of students and finance. There is also the multimedia corner, with films about foreignuniversities and student-related topics. The PITSstop staff can help students find the informationthey are looking for and will refer them to the right persons if they have questions or problems.Address: Student Centre Plexus, Kaiserstraat 25; telephone number 071 527 8025; e-mail:[email protected] .


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9.1.3. Student Deans

The student deans are available for questions or problems regarding academic progress, financialmatters (funds), appeals procedures, grants, registration of study delays, financial support fromthe graduation fund (for students on boards and committees, compensation for performance-related grants and/or support to those graduating), late enrolment, or termination of enrolmentdue to illness and/or special family circumstances. The student deans can also help students todeal with questions and problems regarding their legal position. They can be of assistance tostudents with a foreign background and to students with a disability/functional limitation. Thesequestions are often complex and involve all kinds of different laws and regulations. Togetherwith the student, the dean, who has an overview of all regulations, will try to find the bestsolution. To make an appointment, call 071 527 8011 or 527 8026. The student deans have dailyconsultation hours from 15.30 to 16.30. in the Student Centre Plexus, Kaiserstraat 25; [email protected] .

Disabilities/Functional DisordersDisabilities and functional limitations include physical, sensory or other functional disorders orlimitations which may cause study delays (this includes dyslexia, RSI and chronic physical ormental illness). Students with a disability or functional limitation can contact the FenestraDisability Centre for advice and guidance. Often, a number of extra facilities are available tothese students. For instance, test formats may be adapted, and the disability is taken into accountwhen considering the standard for the binding study recommendation: student grants may beextended if there are delays. In addition, students may be eligible for support under theRegulations on Financial Support for Students 2000. Leiden University's policy is aimed atremoving as many barriers as possible, so that students may study in the best possible conditions.Students with a disability or functional limitation are advised to report to the student dean

immediately upon commencing their studies so that they are immediately informed about theiroptions.Address: Fenestra Disability Centre, Student Centre Plexus; telephone number 071 527 8011, e-mail: [email protected], www.fenestra.leidenuniv.nl

Top SportsStudents who engage in top sports and belong to the NOC*NSF class A or B can apply for the topsports fund. For study delays caused by participation in sports, these students may at the end ofthe grant period in which they were entitled to a partial grant apply for a one-off compensationof direct study expenses (for instance books) for the following academic year. Students whoengage in top sports at national level are also offered extra courtesies (e.g. more re-sitopportunities, etc.). These students are advised to contact the student counsellor in due time.More information on this topic can be obtained from the student dean.Address: Student Centre Plexus; telephone number 071 527 8011, e-mail:[email protected] .

9.1.4. Ombudsperson

Students can apply to the ombudsperson ( www.leiden.edu/students ) with complaints if theybelieve they have been treated unfairly. Such complaints involve issues relating to conduct ratherthan strictly legal matters. For strictly legal matters, students can contact the student deans (seeabove). The ombudsperson will work together with the student if possible by mediation to


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arrive at a satisfactory and fast resolution. The ombudspersons task is also to identify and draw

attention to any problems and to play an advisory role. The ombudsperson is independent andpublishes a yearly report (see also Regulations relating to the Ombudsperson).Postal address ombudsperson: Postbus 9500, 2300 RA Leiden; telephone number (from 10:00-12:30): 071 527 3657. See also section 10.8.3, e-mail: [email protected] .

9.1.5. Student Psychologists

Student psychologists can help students solve study-related and personal problems. This meansthat students can refer to them for help with study problems as well as more personal problemswhich encroach on their studies. The student psychologists' help consists of consultations,training programmes and courses, work and information sheets, web pages and computerprogrammes. Students may contact the psychologists directly for an appointment, come to theopen consultation hour, register for a training session and/or collect information sheets. Allinformation provided by students about themselves will remain strictly confidential.Address: Rapenburg 70; telephone number 071 527 8026. The student psychologists have anopen consultation hour daily from 11:00 to 12:00 at Student Centre Plexus, Kaiserstraat 25.

9.1.6. Study and Career Choice Service

The study choice and career advisers help students to consider and take decisions concerningtheir study and career choice. The advisers may use questionnaires and/or career aptitude tests.Students can also turn to BUL to think about their career prospects and how to prepare for thelabour market. In addition, job application courses are organised, as well as workshops andinformation sessions. For questions about their specific programme, students should apply to

their student counsellor.Address: Student Centre Plexus; telephone number 071 527 8011; e-mail: [email protected]

9.1.7. International Office

The International Office ( www.buitenland.leidenuniv.nl ) provides general information on studyopportunities abroad and assists students where necessary.The International Office has an open consultation hour at PITSstop on Monday and Thursdayfrom 13:00 to 17:00, during which students can ask questions regarding their stay abroad.Address: Kaiserstraat 25, Leiden

9.1.8. Student Centre Plexus

The Student Centre ( www.plexus.leidenuniv.nl ) is a centre for students, run by students. Inaddition to computer rooms, study and fitness facilities, Plexus houses approximately 14different student organisations, the Information Desk and PITSstop of the Student InformationCentre, the student deans and psychologists, the Study and Career Choice Service (BUL) and theombudsperson. Students can also apply to the Centre for information on subsidies for studentactivities.Address: Kaiserstraat 25, 2311 GN Leiden; telephone number 071 527

student charter 2009 2010

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